Attachment 1. Sequence of events for installation and unit voting assistance officers (I/UVAOs)
Attachment 2. Instructions for IVAOs to Register on AF Departmental Publishing Office (ePubs) and order voting materials
Attachment 3. Voting Information Sheet (for deploying/PCSing/inbound personnel)
Attachment 4. Sample IVAO Appointment Letter and IVA Office establishment/VRA designation Attachment 5. FPCA Delivery/Distribution Plan
Attachment 6. Voting Assistance Officer Recognition Program
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ATTACHMENT 1
SEQUENCE OF EVENTS FOR
INSTALLATION AND UNIT VOTING ASSISTANCE OFFICERS (I/UVAOs)
30 Dec 2015
VAO Recognition Program
Submissions due to SVAO NLT two duty days prior to the 1st day of a new CY Qtr. See Attachment 6 for all rules/procedures.
31 Dec 2015
Measures of Effect and Performance (Metrics)
Final day for IVAOs & UVAOs to update quarterly metrics in the FVAP Portal before new quarter roll-over of metrics.
1 Jan 2016 to 15 Jan 2016
Deliver FPCAs (physically, or electronically) to all serviced UOCAVA-eligible voters between 1 Jan 2016 and NLT 15 Jan 2016. Encourage voters to complete and submit their FPCAs for Primary and all other 2016 elections. See Attachment 5 for Plan, as well as Paras 3i(14) through 3i(15) and 3k(9).
2 Jan 2016 Order Supplies
New Voting Assistance Guides, FPCAs, FWABs, brochures and motivational posters are available through WMS (Warehouse Management System). This is an ongoing task for all IVAOs. See instructions at Attachment 2 below.
4 Jan 2016
Command Emphasis Campaign. Release voting awareness/emphasis messages via Commanders highlighting the importance of voting. Use base newspapers, electronic mail, etc. Utilize videos and other materials provided by FVAP and the SVAO.
5 Jan 2016
FVAP Email Blast. FVAP will be sending an email to all service members from 5-7 Jan. Email will remind them of the upcoming primary elections and emphasize the need to fill out an FPCA.
6 Jan 2016
IVA Office Outreach
IVA Office personnel should ensure the contact information for their office is correct as found on fvap.gov: http://www.fvap.gov/info/contact/iva-offices. Corrections need to be submitted through the USAF Service Voting Action Officer ([email protected]).
21 Jan 2016
Create base-specific public service announcements (PSAs) with high ranking officials highlighting the importance of voting. Begin airing these PSAs at base theaters, AFN, base papers, base websites.
Examples can be found on www.fvap.gov/info/outreach.
Between January and March 2016
Ensure FPCAs are available to citizens from states holding early primary elections at least 90 days prior to that primary election. Election dates are available at
http://www.fvap.gov/vao/vag/appendix/state-elections.
1 Feb 2016 – 31 Mar 2016
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IVAOs are to offer (to Squadron Commanders) to perform Staff Assistance Visits (SAVs) on all assigned UVAOs.
7 Feb 2016
Super Bowl Challenge. FVAP will be airing public service announcements during the Super Bowl on AFN. Host a voter registration drive or hang voting posters around your base Super Bowl Party.
Send SVAO photos to forward to FVAP!
30 Mar 2016
VAO Recognition Program
Submissions due to SVAO NLT two duty days prior to the 1st day of a new CY Qtr. See Attachment 6 for all rules/procedures.
31 Mar 2016
Measures of Effect and Performance (Metrics)
Final day for IVAOs & UVAOs to update quarterly metrics in the FVAP Portal before new quarter roll-over of metrics.
6 April 2016
IVA Office Outreach
IVA Office personnel should ensure the contact information for their office is correct as found on fvap.gov: http://www.fvap.gov/info/contact/iva-offices. Corrections need to be submitted through the USAF Service Voting Action Officer ([email protected]).
Not later than 6 May 2016
Provide Armed Forces Voters Week or Overseas Citizens Voters Week Plan to MAJCOM VAO and the SVAO.
7 Jun 2016
FVAP Email Blast. FVAP will be sending an email to all service members from 7-9 Jun. Email will remind them of the upcoming primary elections and emphasize the need to fill out an FPCA.
17 Jun 2016
Public Service Announcements – Run base specific public service announcements with high ranking officials highlighting the importance of voting at base theaters or on AFN. Examples can be found on the FVAP Facebook page.
29 Jun 2016
VAO Recognition Program
Submissions due to SVAO NLT two duty days prior to the 1st day of a new CY Qtr. See Attachment 6 for all rules/procedures.
27 Jun 2016– 5 Jul 2016
Conduct “Armed Forces Voters Week” and “Overseas Citizens Voters Week” activities to encourage eligible citizens to apply to register to vote and request an absentee ballot. VAOs are encouraged to plan events around installation 4th of July activities. Invite military families!
30 Jun 2016
Measures of Effect and Performance (Metrics)
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Final day for IVAOs & UVAOs to update quarterly metrics in the FVAP Portal before new quarter roll-over of metrics.
1 Jul 2016
Command Emphasis Campaign. Release voting awareness/emphasis messages via commanders, base newspapers, electronic mail, etc. Utilize videos and other materials provided by FVAP and the SVAO. Campaign should run concurrently with “Armed Forces Voters Week” / “Overseas Citizens Voters Week” campaign.
1 Jul 2016 to 15 Jul 2016
Deliver FPCAs to all assigned UOCAVA-eligible personnel between 1 Jul 2016 and NLT 15 Jul 2016. See Attachment 5 for Plan, as well as Paras 3i(14) through 3i(15) and 3k(9).
6 Jul 2016 IVA Office Outreach.
IVA Office personnel should ensure the contact information for their office is correct as found on fvap.gov: http://www.fvap.gov/info/contact/iva-offices. Corrections need to be submitted through the USAF Service Voting Action Officer ([email protected]).
4 Aug 2016
Report results of Armed Forces Voters Week to MAJCOM VAO and the SVAO (using IVAO’s Database. Export spreadsheet and e-mail) NLT 4 Aug 2016.
4 Aug 2016
Provide Absentee Voters Week Plan to MAJCOM VAO and the SVAO NLT 4 Aug 2016.
10 Aug 2016 FVAP Email Blast.
FVAP will be sending an email blast to all Uniformed Service members with active email addresses from August 9-11. This email will remind them that the November election is 90 days away.
7 Sep 2016 IVA Office Outreach.
IVA Office personnel should ensure the contact information for their office is correct as found on fvap.gov: http://www.fvap.gov/info/contact/iva-offices. Corrections need to be submitted through the USAF Service Voting Action Officer ([email protected]).
7-9 Sep 2016 FVAP Email Blast.
FVAP will be sending an email blast to all Uniformed Service members with active email addresses from September 3-5. This email will remind them that the November election is 60 days away.
24 Sep 2016 Deadline for States to send absentee ballots to UOCAVA voters. Voters should begin checking mail boxes and email boxes for their ballot. Vote and return your ballot upon receipt!
26 Sep 2016 Run base public service announcements with high ranking officials highlighting the importance of voting at base theaters or on AFN. Examples can be found on the FVAP Facebook page at www.facebook.com/DoDFVAP.
26 Sep – 3 Oct 2014
Conduct Absentee Voters Week. VAOs should encourage all absentee voters to complete and return their absentee ballot.
29 Sep 2016
VAO Recognition Program
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Submissions due to SVAO NLT two duty days prior to the 1st day of a new CY Qtr. See Attachment 6 for all rules/procedures.
30 Sep 2016
Measures of Effect and Performance (Metrics)
Final day for IVAOs & UVAOs to update quarterly metrics in the FVAP Portal before new quarter roll-over of metrics.
4 Oct 2016 Recommended Mailing Dates
Voters in Iraq, Afghanistan, and other overseas locations without access to the military postal system should send voted ballots in now so they arrive in time to be counted.
5 Oct 2016 IVA Office Outreach.
IVA Office personnel should ensure the contact information for their office is correct as found on fvap.gov: http://www.fvap.gov/info/contact/iva-offices. Corrections need to be submitted through the USAF Service Voting Action Officer ([email protected]).
6 Oct 2016
FVAP will be sending an email blast to all Uniformed Service members with active email addresses from October 4-6. This email will remind them that the November election is 30 days away.
7 Oct 2016
Command Emphasis Campaign. Release voting awareness/emphasis messages via commanders, base newspapers, electronic mail, etc. Utilize videos and other materials provided by FVAP and the SVAO. Campaign runs in coordination with the Absentee Voters Week.
9 Oct 2016 (30 days from Federal Election):
VAOs should encourage voters who have not received their requested absentee ballots to complete and submit the FWAB.
14 Oct 2016 to NLT 11 Nov 2016
Submit end-of-year report by NLT date provided by the SVAO to him, if requested by SVAO ([email protected]).
17 Oct 2016
Report results of Absentee Voters Week to MAJCOM VAO and the SVAO (using IVAO’s Database.
Export spreadsheet and e-mail) no later than 17 Oct 2016.
24 Oct 2016 (15 days before Election Day). VAOs should stress to voters to complete and return their absentee ballot. If voters have not received their requested absentee ballots, VAOs should encourage them to complete and submit the FWAB.
25 Oct 2016 Recommended Mailing Dates
Voters in overseas military installations with access to the military postal system should send voted ballots in now so they arrive in time to be counted. – Use the 11-DOD Label to expedite the mail!
1 Nov 2016 Recommended Mailing Dates
Stateside Uniformed Service members and their families should send voted ballots in now so they arrive in time to be counted.
8 Nov 2016
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Election Day. VAOs should encourage local voters to go to their polling place and vote. IVA Offices should ensure coverage to answer last minute questions and assist voters returning their ballots by fax or email (for States that allow these methods of ballot transmission).
11 Nov 2016 (EOY Report) -- If Requested by SVAO
Submit end-of-year report to the SVAO ([email protected]) NLT 11 Nov 2016 29 Dec 2016
VAO Recognition Program
Submissions due to SVAO NLT two duty days prior to the 1st day of a new CY Qtr. See Attachment 6 for all rules/procedures.
31 Dec 2016 Measures of Effect and Performance (Metrics)
Final day for IVAOs & UVAOs to update quarterly metrics in the FVAP Portal before new quarter roll-over of metrics.
1 Jan 2017 to NLT 15 Jan 2017
Deliver FPCAs to all assigned UOCAVA-eligible personnel 4 Jan 2017 Order Supplies
2016-2017 Voting Assistance Guides, FPCAs, FWABs, brochures and motivational posters are available. If the prior VAO didn’t leave materials behind, order materials through the Warehouse Management System (WMS). See instructions at Attachment 2 below.
31 Jan 2017 SVAO Submit After Action Reports to FVAP
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ATTACHMENT 2
INSTRUCTIONS FOR IVAOs TO REGISTER ON E-PUBS & ORDER MATERIALS:
Revision Date: 30 DEC 2015
1. Login to the Air Force Portal (https://wmsweb.afncr.af.mil/wms/) 2. Log in with CAC
3. "Associated Accounts" may be "Disabled" under the "Status" column. Click
"View Details"
4. Fill in User Details and click "Save" button 5. Click "Yes" button to confirm creating user access 6. Click "OK" button on account creation confirmation
7. Associated Account should now read "Enabled" in "Status" column 8. Click on "Shop Online"
9. Enter "SF76" or "SF186" (or other materials short title name—see below) in
"Keywords" text box and click "Search" link to right 10. Click on magnifying glass to view details
11. Enter the quantity required and then click the "+" button to add to shopping cart
12. Click “Continue Shopping” or "Proceed To Checkout"
13. Click on “Submit Order” link
Products to order: SF 76 (FPCA), SF 186 (FWAB), Election Calendar Posters, Motivational Posters, and Banner.
Short Titles Product:
VAG Voting Assistance Guide (paper version)
VAG-CD Voting Assistance Guide (CD version) Discontinued for 2016/17 DODP114SMALL Motivational Poster
DODP114LARGE Large Motivational Poster Discontinued
VOTINGWALLETCARD2016 Business Card size info sheet on voting assistance
VOTINGBROCHURES Double-sided laminated brochure (PDF on fvap.gov and Share Point site) VOTEBANNER2012 Banner for use in special events or IVA Office (not “date-specific”…timeless!)
N/A FPCA (type in SF76 …no space between SF and 76!)
N/A FWAB (type in SF186 …no space between SF and 186!)
ELECTION14CALENDAR Election Calendar Poster No longer in print (online only at fvap.gov)
Difficulties may be resolved by contacting Air Force ePublishing at DSN 754-2438 or COMM 1-800-848-9577 or by email at [email protected]. The Air Force Voting Action Officer at AFPC does not have e-publishing access to assist.
FREQUENTLY ASKED QUESTIONS: http://www.e-publishing.af.mil/faq/index.asp
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ATTACHMENT 3